Technical Training Microsoft NetMeeting
NetMeeting
Downloading and Installing NetMeeting
Install NetMeeting
Working Together In An Application During A Meeting
Hosting a NetMeeting
Get An IP Address
Host NetMeeting
Participate In NetMeeting As A Collaborator
Sharing Your Application With Other People In The Meeting
Allowing Others To Work In Your Shared Application
Working In An Application Shared By Someone Else
Stopping Application Sharing
Sending A File
To Exchange Information Via The Clipboard
Chat
Send a Message in Chat
Whiteboard
Write Text on the Whiteboard
Draw Lines, Shapes, and Objects on the Whiteboard
Prevent Others from Making Changes to the Whiteboard
Point Out Text or Graphics on the Whiteboard
Add Pages to the Whiteboard
Go to Different Page in the Whiteboard
Exit NetMeeting
GartnerGroup© 1998 / Page iOctober 20, 1998
Technical Training Microsoft NetMeeting
NetMeeting
NetMeeting allows users to communicate and collaborate with others on-line.
Downloading and Installing NetMeeting
NetMeeting must be downloaded and installed on each PC. This is a one-time operation.
Install NetMeeting
What To Do ...
1) Double-click on Network Neighborhood.
You must be connected to the GartnerGroup network to copy the file from the server.
2) Double-click on the Entire Network folder.
3) Double-click on the Infosys_ct server.
4) Double-click on IS&T folder.
5) Double-click on the IS&T Shared Data folder.
6) Right-click on the Netmeeting21.exe file.
7) Choose Copy from the pop-up menu.
8) Close Network Neighbhorhood.
9) Navigate to the desktop, if necessary.
10) Right-click on the desktop and choose Paste from the pop-up menu.
11) Double click on Netmeeting21.exe icon on the desktop.
12) At the prompt: “This will install NetMeeting. Do you wish to continue?,” click on Yes.
13) Click on Yes on the license agreement screen.
This will install NetMeeting.
14) At the prompt for a directory, verify C:\Program Files\NetMeeting and click on OK.
15) At the successful install screen, click on OK.
Working Together In An Application During A Meeting
If you want several people to work with you in your application, you first open an application and then specify that you want to share it. At that point, everyone in the meeting will be able to see the application, but only you will be able to work in it. This is handy for demonstration purposes.
If you then specify that the application can be used for collaboration, anyone in the meeting who also specifies that they want to collaborate will be able to work in the shared application.
The work that is done in the application can be saved or printed only from the computer of the person who shared it. For someone else to obtain a copy of the final document after collaborating, the person who shared it must send the file to the people in the meeting.
The following steps give you the details on working together in a shared application:
Hosting a NetMeeting
Each time you host NetMeeting, you must provide any meeting participants with your current IP address.
Get An IP Address
What To Do ...
1) Click on the Start button.
2) Click on Run.
3) Type Winipcfg and press Enter.
4) Record the IP address (similar to 10.1.11.107).
5) Click on OK.
Host NetMeeting
What To Do ...
1) Run any application you wish to share. (This must be done first).
2) Click on the Start button.
3) Point to Programs.
4) Choose Microsoft NetMeeting.
5) From the Call menu (not the call icon), choose Host Meeting.
6) Click on OK.
7) When users call in, click on Accept.
A message displays that caller X has joined.
8) To share any open applications, click on the Share icon.
Participate In NetMeeting As A Collaborator
What To Do ...
1) Obtain the host’s IP address.
2) Click on the Start button.
3) Point to Programs.
4) Choose Microsoft NetMeeting.
The first time NetMeeting is run, you will be prompted for a one-time configuration:
a) Click on the Next button.
b) When prompted for a directory, make sure uls.microsoft.com is selected.
c) Click on the Next button.
d) Enter your name, etc.
e) Click on Next.
f) Select For Business Use.
g) Click on the Next button.
h) Choose Local Area Network for speed.
i) Click on the Next button.
j) Make any adjustments and keep clicking on Next until all settings are made.
k) Click on Finish button.
5) Click on the Call icon.
6) In the New Call dialog box, enter the host’s IP address.
7) Click on the Call button.
8) Click on Yes on “Would you like to join”.
9) Wait for the host to accept your call.
Sharing Your Application With Other People In The Meeting
What To Do …
1) When you are in a call, start the application you want to share (for example, PowerPoint).
2) Click the Share button on the toolbar, and then click the name of the application.
Other people in the meeting can see your application, but cannot work in it.
Notes:
· If you want others to be able to work in the application, you each must choose to collaborate.
· To share an application, you can also click the NetMeeting icon in the status area of the taskbar, and then click the Share icon on the toolbar.
· If you share an Explorer window, such as My Computer or a folder on your computer, you will be sharing all such windows you have open. Also, once you have shared such a window, every application you start while you are still in the meeting will automatically be shared with participants in the meeting.
Allowing Others To Work In Your Shared Application
In order for others to collaborate with you, you must have first shared an application.
What To Do …
1) Click Collaborate on the NetMeeting toolbar.
All the people who want to work in the application must also click Collaborate. Each participant can take control of the application one at a time by clicking in the window of the shared application.
Notes:
· To stop anyone who is currently working in the application you shared, tap ESC. This also stops collaboration with everyone in the meeting, but they will be able to watch you work in the application.
· When someone else is in control of a shared application, you will not have the use of your cursor—not only in the shared application, but for any other purpose.
· If a document was created during collaboration and you want everyone to have a copy, you must send the final file to the participants in the meeting.
Working In An Application Shared By Someone Else
What To Do …
1) Click Collaborate on the NetMeeting toolbar.
The person who shared the application must also click Collaborate.
Notes:
· You can take control of the application by clicking in the window.
· To collaborate, you can also click the NetMeeting icon in the status area of the taskbar, and then click the Collaborate icon on the quick-access toolbar.
· If a document results from this collaboration and you want everyone to have a copy, the person who originally shared the application must send the final file to you.
Stopping Application Sharing
What To Do …
1) Click the Share button on the toolbar, and then click the name of the application you want to stop sharing.
Notes:
· You can stop sharing an application only if you were the person who originally shared it with the other people.
· If you are collaborating and someone else is working in the application you have shared, you must press ESC to get control of the cursor so that you can click the Share button.
Sending A File
What To Do …
1) From the Tools menu, point to File Transfer, and then click Send File to send the file to everyone in the meeting.
Notes:
· You can also drag the file onto the list of people in Current Call.
· To send a file to one person, right-click the name of that person in the Current Call list, click Send File, and then specify the file.
To Exchange Information Via The Clipboard
When you are in a meeting, anything you cut or copy to the Clipboard can be pasted by anybody in the meeting into applications on their computers. The Clipboard is always shared once you are in a meeting, whether or not you are sharing an application.
Notes: Do not place items on your Clipboard during a meeting that you do not want available to the meeting participants.
Chat
The Chat feature allows participants in a NetMeeting to take communicate via a convenient chat window.
What To Do …
1) While in Current Call, click the Chat button on the toolbar.
Everyone in the current meeting can now view and use Chat.
Notes:
· If someone is sharing an application in your meeting, it is easier to work with Chat if you are not collaborating with them. This is because you are unable to type information in the Chat window if someone else has taken control of the shared application.
· To chat, you can also click the NetMeeting icon in the status area of the taskbar, and then click the Chat icon on the quick-access toolbar.
Send a Message in Chat
What To Do …
1) In the Chat window, type the message you want to send, and then tap Enter.
Note: When several people are in a meeting, you can choose to send a message to only one of them (called a whisper) by clicking that person's name in the Send to list before tapping Enter.
Whiteboard
Occasionally, you need a meeting environment in which everyone can work at once. In that case, Whiteboard is the answer. When you collaborate in a shared application, only one person can control the cursor at a time. Not so in the Whiteboard. The Whiteboard feature (just like a physical whiteboard) allows meeting collaborators to share diagrams, drawings, and text.
What To Do …
1) While in Current Call, click the Whiteboard button on the toolbar.
Everyone in the current meeting can now view and use the Whiteboard.
Note: To open the Whiteboard, you can also click the NetMeeting icon in the status area of the taskbar, and then click the Whiteboard icon on the quick-access toolbar.
Write Text on the Whiteboard
What To Do …
1) In the Whiteboard toolbox, click the Text tool.
2) If you want to specify the color, size, or font of the text, click the Font Options button at the bottom of the window, make your changes, and then click OK.
3) Click the Whiteboard at the point where you want the text to start, and then start typing.
4) When you're done, click the mouse outside of the text area, or change tools.
Draw Lines, Shapes, and Objects on the Whiteboard
What To Do …
1) In the Whiteboard toolbox, click the desired tool.
2) Drag with the pointer.
Note: Lines, shapes and objects can be deleted by first choosing the Eraser tool.
Prevent Others from Making Changes to the Whiteboard
What To Do …
1) From the Tools menu in the Whiteboard, click Lock Contents.
Point Out Text or Graphics on the Whiteboard
What To Do …
1) In the Whiteboard toolbox, click the Remote Pointer tool.
2) Drag the hand-shaped remote pointer to the spot you want to point out on the Whiteboard.
Notes:
· To turn off the remote pointer, click the Remote Pointer tool.
· To use the remote pointer on a different Whiteboard page, first turn off the remote pointer. Then go to the page where you want to use it, and turn it back on.
Add Pages to the Whiteboard
What To Do …
1) To insert a new page in front of the current page, from the Edit menu in the Whiteboard, choose Insert Page Before.
2) To insert a new page after the current page, from the Edit menu, choose Insert Page After.
Note: You can also add a page after the current page by clicking the button at the lower right of the Whiteboard.
Go to Different Page in the Whiteboard
What To Do …
1) To move among the pages, click the forward or back arrow at the lower right of the Whiteboard.
2) To go to the first or last page, click the page number you want beside either the forward or back arrow.
3) To add another page, click the button on the far right.
Exit NetMeeting
What To Do ...
1) From the Call menu, choose Hang up.
2) Exit NetMeeting.
GartnerGroup© 1998 / Page iOctober 20, 1998